Admin & Fiscal Support Specialist (0097507T)

Title: Admin & Fiscal Support Specialist

Position Number: 0097507T

Hiring Unit: Department of Earth Science/School of Ocean and Earth Science and Technology (SOEST)

Location: UH at Manoa

Date Posted: February 19, 2025

Closing Date:  March 10, 2025

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: To begin approximately April 2025.   Continuation subject to availability of funds and satisfactory performance.  

Duties and Responsibilities (*Denotes essential functions)

1. *Provides administrative, fiscal, and human resources support for the operations of the Department of Earth Sciences, Geophysics and Tectonics (GT) Division.
2. *Serves as assistant to the GT Division Head.
3. *Assists in the recruiting and supervision of student employees who support office operations. 
4. *Determines disposition of incoming correspondence and mail, preparing documents, developing, and maintaining effective filing systems, etc. Arranges for outgoing mail and packages to be picked up.
5. *Assists in the management and oversight of Division funds, including monitoring expenditures in accordance with specific budget guidelines, reconciling accounts, and maintaining records. 
6. *Plans, prepares, critically evaluates, and audits various fiscal documents such as purchase orders, authorization for payment and purchasing card (Pcards) transactions and payments in accordance with University regulations. 
7. *Supports procurement and inventory of all Division supplies, services, and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment.  Ensures all goods and services are purchased and appropriately documented in compliance with Federal, State, and University policies and procedures.
8. *Responsible for the preparation and review of travel requests and completion reports for GT employees, including faculty, staff, and students. Ensures compliance with established policies and procedures.
9. *Prepares the necessary documents, tax forms, and foreign travel forms to accompany reimbursement forms for GT employees and visitors.
10. *Prepares and submits required documents to process salary payments in a timely manner. This includes documenting the appropriate faculty, student, and staff full-time equivalency (FTE) levels, timesheets, funding, and account dates.
11. *Provides support for hiring Division staff, students, and researchers, including through UH and the Research Corporation of the University of Hawaii (RCUH). Informs faculty on related policies and procedures. Assists with new employee orientations and onboarding documents for submittal to the appropriate offices.
12. *Coordinates the employment/separation process for Division faculty, staff, and teaching assistants, research assistantships, and advises employees on policies and procedures.
13. *Supports Principal Investigators (PIs) with on-line proposal submission, including facilitating communications with Office of Research Service (ORS). 
14. Other duties as assigned

Minimum Qualifications 

1. Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Liberal Studies, or related field, and 0 year(s) of progressively responsible professional experience with responsibilities for business management and/or administrative and program support; or equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices, and techniques in the area of administrative program support demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with administrative program support.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative program support.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals
7. Demonstrated ability to operate a personal computer, apply word processing software, access and maintain digital documents, spreadsheet software such as those provided by Microsoft, Google, or other providers.
8. Demonstrated ability to successfully manage, prioritize, and complete multiple tasks with competing deadlines.
9. Demonstrated ability to work independently, as well as with a team.

Desirable Qualifications 

1.Post-baccalaureate professional work experience in business management and/or administrative and program support.

2.Prior work experience in procurement, inventory accounting and budget of a federal or state research grant.

3.Prior work experience and demonstrated success in working with administrators, faculty, and students.

4.Related working experience in an academic/university environment.

5.Familiarity with UH, RCUH, and/or UH Foundation policies, procedures, forms, and documents.

6.Experience or interest in webpage maintenance and/or basic design.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.  Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Garrett Apuzen-Ito; 808-956-9717; earth@hawaii.edu

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
 
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
 
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. 
 
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/